Finance and Admin Assistant wanted at International Organization for Migration (IOM)

Vacancy/Reference Number: SVNBW01/2020

Position grade: G-5 (UN Salary scale for General Service Employees in the Republic of Botswana)

Duty station: IOM Botswana, Gaborone

Appointment Type: 6-9 months with possibility of extension

Established in 1951, International Organization for Migration (IOM) is the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Under the direct supervision of the Projects Coordinator (PC) in Botswana, and in coordination with relevant units at the Regional Office for Southern Africa (RO) and the Administrative Centres in Manila and Panama, the incumbent will be responsible for carrying out finance and administrative tasks at IOM Office in Botswana.

1. Prepare and process all the financial data of the mission and ensure entries are accurately coded into SAP.
2. Ensure the monthly financial closures of accounts are done timely and ensure hardcopies of financial reports are sent to the Manila accounting Services (MAS).
3. Assist with checking of invoices and ascertain that the equipment, supplies or services they refer to were duly received or provided;
4. Prepare monthly financial statements;
5. Draft periodic financial reports for donors and the PC in accordance with IOM regulations and established procedures;
6. Monitor local bank accounts and keep track of balances to ensure that there are sufficient funds; prepare requests for replenishment whenever necessary; ensure payment processing is according to financial rules and regulations;
7. Perform settlements of the travel expense claims for all staff members in Botswana; coordinate with respective staff member to verify the accuracy and ensure completion of the claims and supporting documents;
8. Ensure timely clearing of staff vendor accounts;
9. Provide monthly financial reports (projectization & sustainability reports) to PC and RO; verify expenses are correctly allocated to projects consistent with IOM’s projectization criteria;
10. Identify issues, challenges in terms of financial procedures and requirement and propose solution to PC.
11. Assist in the coordination of the office’s human resources functions, including recruitment, retention, promotion, separation, and other related activities, in accordance with the Organization’s policies and procedures; inspect payroll versus budgets, ensuring that salaries are correctly allocated to projects consistent with IOM’s projectization criteria;
12. Monitor compliance with the IOM relevant rules and regulations in the areas of HR, finance, procurement, and other relevant administrative areas;
13. Provide Staff payroll support on PRISM;
14. Renew and maintain staff contracts; issue consultancy contracts according to rules and regulations of IOM and keep a record of all consultancy contracts;
15. Record and control attendance records (timekeeping);
16. Coordinate and follow up on EOD medical clearance for new staff members;
17. Keep track of contract’s expiration dates;
18. Assist with renewing of diplomatic IDs, Residence and Work Permits;
19. Coordinate recruitment and selection process, applying the best HR practices and tools. Ensure that ToRs are graded by IOM Panama before advertising and that all units adhere to guidelines on recruitment and selection;
20. Assist with staff HR-related enquiries.
21. Support the procurement, storage, inventory, insurance, and asset management functions of goods and services of the office;
22. Assist in the coordination of IT functions of the mission;
23. Liaise with other internal functional units of the office, as well as banking, donors and government counterparts and other stakeholders as required in the performance of the resource management function;
24. Attend to external and internal auditors during their visits to the mission;
25. Monitor resources of the organization are used in accordance with the regulations and guidelines of the Organization;
26. File and safeguard all goods/services contracts/ documentation such as warranties and any other relevant correspondence;
27. Perform any other tasks as may be assigned.

Education:

• Bachelor’s degree in Accounting, Financial Management, or Business Administration with minimum of three years’ relevant professional experience
• College Diploma in the aforementioned field of study with five years of relevant experience
• Certification as chartered accountant or certified public accountant is advantageous

Experience:

1. Experience in financial management, accounting, budgeting & Human Resources Management;
2. Experience with internal control assessment, internal and/or external/project audits;
3. Ability to prepare clear and concise financial and administrative reports;
4. Knowledge of International Public Sector Accounting Standards (IPSAS) and SAP is an advantage;
5. High level of computer literacy (MS Office Word, Excel and Outlook)
6. Candidate should be highly motivated, with dynamic personality and the ability to work under pressure to meet deadlines

Languages: Fluency in English is a requirement.

The incumbent is expected to demonstrate the following competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: Maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: Encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Additional Notes:

IOM is committed to a diverse and inclusive environment. External and internal candidates are eligible to apply for this vacancy. For the purpose of the vacancy, internal candidates are considered as first- tier candidates and will be given priority over external applicants if they meet the minimum requirements.

Appointment will be subject to certification that the candidate is medically fit for appointment and obtains nationality ID or valid residency/work permit.